HomeSearch by PurposeFully Using User Box Functions

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Printing
Scanning for Sending or Importing Data in PC
Using Fax
Sending a Fax through a Computer (PC-Fax TX)
- Preparation for PC-Fax Transmission
- Sending PC-FAX
Using Fax in the Network Environment
Copying
Using User Boxes (Storage) on this Machine
- Saving a File to a User Box on this Machine to Share it in the Office ([Public], [Personal], [Group])
- Adding a Management Number to each File in User Boxes ([Annotation])
Registering and Managing Destinations
- Registering Fax or Scan Transmission Destinations
- Managing Destinations (for the administrator)
Fully Using Functions of this Machine
Configuring the Operating Environment of this Machine
Configuring the Network Settings of this Machine (for the administrator)
Configuring User Authentication and Account Track
Improving the Security of this Machine (for the administrator)

Fully Using User Box Functions

Settings Anyone can Change

To register a Public, Personal, or Group User Box ([User Box List])

To display:

[Utility]
- [Utility]
  - [Box]
    - [User Box List]

Display a Public, Personal, or Group User Box list. In addition, you can register or edit a Public, Personal, or Group User Box.

To register a new one, configure the following setting in [New Registration].

Setting		Description
[User Box Number]		Registration number of the User Box. Select [Use opening number] to automatically assign the smallest available number. When specifying a number, select [Input directly], and enter a value between 1 and 999999999.
[User Box Name]		Enter the User Box name (using up to 20 characters).
[Assign User Box Password]		To restrict usage of the User Box with the password, set this setting on. [User Box Password]: Enter the User Box password (using up to 64 characters, excluding double quotation marks ").
[Index]		Select an index using the registered name.
[Type]		When user authentication or account track is enabled, select the User Box type. If [Personal] is selected, specify the owner user. If [Group] is selected, specify the owner account.
[Auto Delete Document]		Specify the period from the date/time when a file was saved in a User Box; the date/time when a file was last printed; or the date/time when a file was sent from a User Box, to the date/time when a file is to be deleted automatically. [Do Not Delete]: Keeps the file in the User Box. [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.
[User Box Expansion Function]		Configure the User Box expansion function as needed.
	[Confidential RX]	Set to ON when adding the confidential RX function to the User Box (default: OFF). [Communication Password]: Enter the password for confidential RX (using up to eight characters). The password entered here is required to send a fax to this machine using Confidential TX. Inform the sender of the password you entered here.
	[Auto Save Document to MFP Shared Folder]	Set to ON when using the Auto Save Document to MFP Shared Folder function (default: OFF). In [SMB Communication Encryption], select whether to encrypt SMB communications with a client device. To use the encryption function, the password must be specified for the User Box. Enabling the encryption function permits only accesses from client devices of SMB 3.0 or later. This setting is available when the following conditions are satisfied. [Type] is set to [Public]. [Confidential RX] is set to OFF. [SMB Server Settings] and [Share SMB File Setting] are set to ON in [SMB Server Settings] (Here).
	[Web Connection Download Settings]	Select whether to download a file in a User Box at high speed (default: [Normal Download]). The following types of documents are not targeted for this setting. Document stored in a User Box by the print function of the computer Document stored from USB memory to User Box Document stored in a User Box using the F code function

To edit or delete a registered User Box, specify the target one in the User Box list, and select [Edit] or [Delete].

To customize the initial display of the main screen in the User Box mode of classic style ([User Box Setting])

To display:

[Utility]
- [Utility]
  - [Customize]
    - [User Box Setting]

Change the default main screen in User Box mode of classic style.

Setting	Description
[Default Tab]	Select the default display of the main screen in the User Box mode (default: [Public]).
[Shortcut Key 1]/[Shortcut Key 2]	Select whether to use System User Box shortcut keys on the main screen in User Box mode (default: [OFF]). To use shortcut keys, select System User Boxes to be assigned to shortcut keys.

Setting

Description

[Default Tab]

Select the default display of the main screen in the User Box mode (default: [Public]).

[Shortcut Key 1]/[Shortcut Key 2]

Select whether to use System User Box shortcut keys on the main screen in User Box mode (default: [OFF]).

To use shortcut keys, select System User Boxes to be assigned to shortcut keys.

Settings only the Administrators can Change

To register the Annotation User Box ([Annotation User Box])

To display:

[Utility]
- [Administrator]
  - [Box]
    - [System User Box List]

Display a System User Box list. You can register or edit a target System User Box.

To register a new one, configure the following setting in [New Registration].

[Bulletin Board User Box] setting

Setting	Description
[User Box Number]	Registration number of the User Box. Select [Use opening number] to automatically assign the smallest available number. When specifying a number, select [Input directly], and enter a value between 1 and 999999999.
[User Box Name]	Enter the User Box name (using up to 20 characters).
[Assign User Box Password]	To restrict usage of the User Box with the password, set this setting on. [User Box Password]: Enter the User Box password (using up to 64 characters, excluding double quotation marks ").
[Type]	When user authentication or account track is enabled, select the User Box type. If [Personal] is selected, specify the owner user. If [Group] is selected, specify the owner account.
[Auto Delete Document]	Specify the period from the date/time when a file was saved in a User Box; the date/time when a file was last printed; or the date/time when a file was sent from a User Box, to the date/time when a file is to be deleted automatically. [Do Not Delete]: Keeps the file in the User Box. [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.

[Relay User Box] setting

Setting	Description
[User Box Number]	Registration number of the User Box. Select [Use opening number] to automatically assign the smallest available number. When specifying a number, select [Input directly], and enter a value between 1 and 999999999.
[User Box Name]	Enter the User Box name (using up to 20 characters).
[Relay Address]	Select [Search from List], and select a group destination in which fax destinations are registered. Fax addresses must be included in the group destination to be registered as a relay destination.
[Relay TX Password]	Enter the relay password (using up to eight characters, including symbols # and *). The entered password is required when you issue a relay request to this machine. Inform the sender of the password you entered here.

[Annotation User Box] setting

Setting	Description
[User Box Number]	Registration number of the User Box. Select [Use opening number] to automatically assign the smallest available number. When specifying a number, select [Input directly], and enter a value between 1 and 999999999.
[User Box Name]	Enter the User Box name (using up to 20 characters).
[Assign User Box Password]	To restrict usage of the User Box with the password, set this setting on. [User Box Password]: Enter the User Box password (using up to 64 characters, excluding double quotation marks ").
[Auto Delete Document]	Specify the period from the date/time when a file was saved in a User Box; the date/time when a file was last printed; or the date/time when a file was sent from a User Box, to the date/time when a file is to be deleted automatically. [Do Not Delete]: Keeps the file in the User Box. [Do Not Keep]: Select this option to use a document to give an annotation only without saving or using it for copying. [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.
[Count Up]	Select the unit for adding a number to a file from By Job and By Page. [By Job]: Adds a number for each file. Even if a file has multiple pages, a same number is added to the file as one job. [By Page]: Adds a number for each page.
[Stamp Elements]	Specify the fixed text, date and time, and print position to be added to a file. [Primary Field]: Add any text (using up to 40 characters). [Secondary Field]: Add any text at the beginning of the annotation (using up to 20 characters). [Date/Time Setting]: Select the format for the date and time. [Print Position]: Select a position to print the annotation at. [Density]: Select the density of characters of the date and time and annotation to be printed. [Number Type]: Select the digit number of annotation.

The following settings are displayed when the optional Fax Kit is installed in this machine.
[Bulletin Board User Box], [Relay User Box]
To edit or delete a registered System User Box, specify the target one in the System User Box list, and select [Edit] or [Delete].

To collectively delete empty User Boxes ([Delete Unused User Box])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [Delete Unused User Box]

A User Box in which no files are saved is recognized as an unnecessary User Box and deleted.

To delete all files in the Secure Document User Box ([Delete Secure Print File])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [Delete Secure Print File]

All files saved in the Secure Print User Box are deleted.

To automatically delete files in the Secure Document User Box after the specified time lapsed ([Auto Delete Secure Document])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [Delete Time Setting]

Specify the period from the date/time when a file was saved in System User Box or the date/time when a file was last printed to the date/time when it is to be deleted automatically.

Setting	Description
[Auto Delete Secure Document]	When automatically deleting files saved in the Secure Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day). [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.
[ID & Print Delete Time]	When automatically deleting files saved in the ID & Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day). [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.
[Encrypted PDF Delete Time]	When automatically deleting files saved in the Password Encrypted PDF User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day). [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.

Setting

Description

[Auto Delete Secure Document]

When automatically deleting files saved in the Secure Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day).

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

[ID & Print Delete Time]

When automatically deleting files saved in the ID & Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day).

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

[Encrypted PDF Delete Time]

When automatically deleting files saved in the Password Encrypted PDF User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day).

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

To use the computer login name as the document ID for Secure Print ([Security Document Setting])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [Security Document Setting]

Select whether to enable simple printing for secure document (default: [Do Not Release Secure Print]).

If you select [Release Secure Print], the computer login name is used as the document ID for Secure Print, so you can skip the entry of the document ID. Also, when making prints on the machine, the user can display a list of document IDs on the screen of this machine and easily specify the target document ID.

To automatically delete files in the Password Encrypted PDF User Box after the specified time lapsed ([Encrypted PDF Delete Time])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [Delete Time Setting]

Specify the period from the date/time when a file was saved in System User Box or the date/time when a file was last printed to the date/time when it is to be deleted automatically.

Setting	Description
[Auto Delete Secure Document]	When automatically deleting files saved in the Secure Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day). [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.
[ID & Print Delete Time]	When automatically deleting files saved in the ID & Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day). [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.
[Encrypted PDF Delete Time]	When automatically deleting files saved in the Password Encrypted PDF User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day). [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.

Setting

Description

[Auto Delete Secure Document]

When automatically deleting files saved in the Secure Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day).

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

[ID & Print Delete Time]

When automatically deleting files saved in the ID & Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day).

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

[Encrypted PDF Delete Time]

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

To automatically delete files in the ID & Print User Box after the specified time lapsed ([ID & Print Delete Time])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [Delete Time Setting]

Specify the period from the date/time when a file was saved in System User Box or the date/time when a file was last printed to the date/time when it is to be deleted automatically.

Setting	Description
[Auto Delete Secure Document]	When automatically deleting files saved in the Secure Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day). [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.
[ID & Print Delete Time]	When automatically deleting files saved in the ID & Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day). [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.
[Encrypted PDF Delete Time]	When automatically deleting files saved in the Password Encrypted PDF User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day). [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.

Setting

Description

[Auto Delete Secure Document]

When automatically deleting files saved in the Secure Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day).

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

[ID & Print Delete Time]

When automatically deleting files saved in the ID & Print User Box, set this option to ON (default: ON). Also, specify the time required to automatically delete such a file (default: [1] day).

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

[Encrypted PDF Delete Time]

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

To specify whether to hold files in a User Box after they have been printed or sent ([Document Hold Setting])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [Document Hold Setting]

Specify whether to keep the file in the Public User Box, Personal User Box, Group User Box, or Annotation User Box after it is printed or sent.

Setting	Description
[Document Hold Setting]	Select whether to hold the printed or sent file in a User Box (default: [On]).
[Delete confirmation screen.]	When displaying the deletion confirmation screen after printing or sending a file in a User Box, set this option to ON (default: OFF). You can prompt the user to select whether to hold a file in a User Box.

To specify whether to allow you to print a file from USB memory or save a file to USB memory ([USB flash drive function settings])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [USB flash drive function settings]

Specify whether to allow users to print and read files from a USB memory device and to save files to a USB memory device.

Setting	Description
[Save Document]	When permitting the user to save a file in a USB flash drive, set this option to ON (default: OFF).
[Print Document]	When permitting the user to print a file from a USB flash drive, set this option to ON (default: ON).
[USB to User Box]	When permitting the user to save a file read from a USB flash drive in a User Box, set this option to ON (default: OFF).

When user authentication is enabled, select [User Registration] (Here) and configure settings to use a USB flash drive for each registered user.

To prohibit users from creating, editing, or deleting a User Box ([User Box Operation])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [User Box Operation]

When permitting the user to register, edit, and delete a User Box, set this option to ON (default: ON).

To specify whether to hold a file in the ID & Print User Box after the file has been printed ([ID & Print Delete Time])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [ID & Print Delete Time]

Select whether to ask the user if they want to delete the file from the ID & Print User Box after it is printed, or to always delete the file after it is printed without requesting confirmation (default: [Confirm with User]).

To collectively specify the periods for storing files in User Boxes ([Document Delete Time Setting])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [Document Delete Time Setting]

For all the Public User Boxes, Personal User Boxes, and Group User Boxes, the administrator specifies the time to automatically delete files from the date/time the files were last printed or sent.

This delete time is used as the time to delete files from an existing User Box and from a User Box you will create.

Setting	Description
[Delete Setting]	Select whether the administrator collectively specifies the file deletion times for all the User Boxes (default: [Set by User.]). If [Set by Administrator.] is selected, the user cannot specify the file deletion time for each User Box when creating a User Box.
[Delete Time Setting]	Specify the time required to automatically delete files from a User Box (default: [1] day). [Do Not Delete]: Keeps the file in the User Box. [Specify days]: Select the number of days until the file is automatically deleted. [Specify Time]: Enter the time period before the file is automatically deleted.

Setting

Description

[Delete Setting]

Select whether the administrator collectively specifies the file deletion times for all the User Boxes (default: [Set by User.]).

If [Set by Administrator.] is selected, the user cannot specify the file deletion time for each User Box when creating a User Box.

[Delete Time Setting]

Specify the time required to automatically delete files from a User Box (default: [1] day).

[Do Not Delete]: Keeps the file in the User Box.

[Specify days]: Select the number of days until the file is automatically deleted.

[Specify Time]: Enter the time period before the file is automatically deleted.

To automatically delete files in the SMB folder after the specified time lapsed when using the Share SMB File function ([Document in MFP Shared Folder Delete Time Setting])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [User Box Setting]
      - [Document in MFP Shared Folder Delete Time Setting]

If files in the Public User Box are shared on the network using the Share SMB File function, specify the period from the time when files are saved in the SMB folder via the Public User Box to the time when they are deleted automatically.

This delete time is used as the time to delete files from an existing SMB folder and from an SMB folder you will create.

Setting	Description
[Document in MFP Shared Folder Delete Time Setting]	When collectively specifying the file deletion time to be applied to all the SMB folders, set this option to ON (default: ON).
[Document in MFP Shared Folder Delete Time]	Specify the time required to automatically delete files from the SMB folder (default: [1] day).

This setting is displayed when [SMB Server Settings] and [Share SMB File Setting] are set to ON in [SMB Server Settings] (Here).

To specify the default file name of the scanned original ([Scan File Name Settings])

To display:

[Utility]
- [Administrator]
  - [System Settings]
    - [Scan File Name Settings]

Change the default file name of scanned original data when saving it.

The file name is: "initial of the function" + "text to be added" + "date" + "sequential number" + "page number" + "file extension".

Setting	Description
[Function Mode Initial]	Select whether to use an initial of the relevant function as a prefix for the file name (default: [Attach]). The following letters are used as prefixes for file name. C: Copy S: Fax/Scan, User Box P: Print
[Supplementary File Name]	Select whether to add a device name or desired text to the file name (default: [Device Name]). To add desired text, enter it. For the device name, use the name you specified by selecting [Machine Setting] - [Input Machine Address] - [Device Name].

Setting

Description

[Function Mode Initial]

Select whether to use an initial of the relevant function as a prefix for the file name (default: [Attach]). The following letters are used as prefixes for file name.

C: Copy

S: Fax/Scan, User Box

P: Print

[Supplementary File Name]

Select whether to add a device name or desired text to the file name (default: [Device Name]). To add desired text, enter it.

For the device name, use the name you specified by selecting [Machine Setting] - [Input Machine Address] - [Device Name].

To specify a User Box administrator who manages files in User Boxes ([User Box Administrator Setting])

To display:

[Utility]
- [Administrator]
  - [Security]
    - [User Box Administrator Setting]

If the administrator of this machine wishes to delegate the User Box management or the management of files in the User Box to a particular person, assign a User Box administrator.

The User Box administrator can register or delete User Boxes of all users and also use files in User Boxes and System User Box. If [External Memory] is selected for the System User Box, only the file printing is available.

Setting	Description
[User Box Administrator Setting]	When allowing the User Box administrator, set this option to ON (default: OFF).
[User Box Password]	Enter the password of User Box Administrator (using up to 64 characters).
[Re-enter User Box Administrator Password]	Retype the User Box administrator password for confirmation.
[E-mail Address]	Enter the E-mail address of the User Box Administrator (using up to 317 characters). If the total file size in the SMB folder exceeds 90% of the available capacity in the storage, it is notified to the E-mail address of the User Box administrator. If the User Box administrator's E-mail address is not set, the notification is sent to the E-mail address of the machine administrator.

To log in as a User Box administrator, enter the following information on the login screen.

[User Name]: boxadmin
[Password]: Password specified above

This setting is displayed when User Authentication or Account Track is enabled.

To specify a User Box for backup ([User Box Document Backup])

To display:

[Utility]
- [Administrator]
  - [Maintenance]
    - [User Box Document Backup]

Specify the User Box to be backed up. Set the backup User Box to ON (default: OFF).